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Appendix 12: Co-financing commitment letters from project partners


Project title:

Strengthening national biodiversity and forest carbon stock conservation through landscape-based collaborative management of Cambodia’s Protected Area System as demonstrated in the Eastern Plains Landscape (CAMPAS project)


(Attached separately as a PDF file)

Appendix 13: Endorsement letters of GEF National Focal Point


Project title:

Strengthening national biodiversity and forest carbon stock conservation through landscape-based collaborative management of Cambodia’s Protected Area System as demonstrated in the Eastern Plains Landscape (CAMPAS project)

(Project endorsement letter attached separately as a PDF file)

Appendix 14: Draft procurement plan


Project title:

Strengthening national biodiversity and forest carbon stock conservation through landscape-based collaborative management of Cambodia’s Protected Area System as demonstrated in the Eastern Plains Landscape (CAMPAS project)



Procurement Plan

Funds from GEF will be disbursed through contracts or letters of agreement between the executing agency and the individual consultants, in accordance with national rules and procurement procedures for corresponding project deliveries outlined under the two CAMPAS outcomes (see Appendix 7: Key deliverables and benchmarks).

National partner institutions will contribute to the delivery of project outcomes on the basis of their respective expertise (see Table . Sought technical inputs by key civil society organizations) and approved co-financing levels.


A general outline of international and national technical assistance consultants to attain proposed project deliveries are presented below. Note that specific terms of reference for the Chief Technical Advisor are provided in Appendix 11: Terms of Reference for key project groups, staff, and sub-contractors81, and that more specific terms of reference for international and national consultants will be drawn during the project inception period.


Procurement capacity self-assessment


The Ministry of Environment (MoE), has significant experience in implementing projects financed with foreign assistance, but this will only the second full size GEF- UNEP financed project it will implement. To ensure that project procurement is carried out on schedule, and to build MoE’s capacity, it was recommended and MoE agreed that implementation be supported by an international advisor and that some form of strategic NGO Consortium or Alliance continue to support project implementation. The major components of works to be completed are also proposed to be through outputs based service sub-contracts.
The MoE project implementation staff will work closely with the international advisor and have NGO Alliance support, receive on-the-job training, and will also participate in sponsored in-country training. Through this arrangement, MoE staff will gain knowledge and capacity to handle procurement, bringing the risk to implement project procurement within an acceptable level. Project implementation, at national and landscape levels will be phased to have full support at the beginning, and work towards reduced support as the project develops, and depending on capacity indicators.



Procurement steps



Regardless of value, MoE shall follow the next five steps

A-Specifications

This is the process of determining what the project needs (not wants) to procure. In most cases, specifications are based on minimum required performance characteristics, not factors such as style, color, design, etc.


B-Competition

Procurement is predicated on the belief that open and unrestricted competition – to the maximum extent practical – over the life of the project will result in accumulated best value. However, competition has real cost in terms of documentation preparation, staff time, etc. The determinant of what constitutes practical competition is that estimated competition costs should not outweigh anticipated best value gain.


C-Selection

MoE shall do business with reputable vendors, i.e., known, established vendors who offer products and services that fully meet stated specifications. When competition is involved, and there are three or more offers, MoE shall award to the lowest offered price. When other factors are involved, such as warranties, delivery time, installation, etc., then price is just one of the evaluation factors. The proven test one can apply when selecting for best value is: if it was your personal money being used, which vendor would you select for best value?


D-Negotiation, Acceptance, and Documentation

Procurement actions are brought to closure by means of negotiation and/or acceptance with the selected vendor. In some cases, this can be accomplished by issuing a purchase order and having the vendor sign acceptance, or accepting a product “over the counter” and paying against an invoice. For more complex procurements, there may be need to reach agreement on such items as payment, deliverables and delivery terms, i.e.—these need to be negotiated and specified in a subcontract. In all cases, a procurement action is closed by mutual acceptance, whether it be a purchase order, letter of agreement, subcontract, or payment of vendor invoice. All transactions, without exception, require supporting documentation such as a receipt. In small value situations when a vendor receipt if not available, this can be a pre-printed form or memo note that the MoE staff member fills out, signs and submits. For large value procurement, this could consist of an entire package of documents including the specifications, the request for quotation or invitation for bids, an award memo describing the rationale for selection, the purchase contract or order, and a commercial grade receipt on the vendor’s pre-printed letterhead.


E-Thresholds

The work input for the MoE varies with the size and importance of the procurement action. This is best explained by the following threshold table:





Threshold Value

Procedures, Documentation, and Responsibilities



Small value

US$0 to US$100

  • Specifications – MoE employee’s professional assessment; if required, consultation with technical staff; may or may not be written.

  • Competition – Based on convenience, expediency and proven relations with responsible vendors.

  • Selection – Employee’s discretion regarding best value.

  • Negotiation, Acceptance & Documentation – Vendor receipt or employee’s personal memo note.


Mid-range

US$101 to US$1,499

  • Specifications – Employee’s professional assessment; consultation with technical staff and/or management required; must be written.

  • Competition – Three quote from vendors; by telephone, email, fax, Internet or over-counter. Written quotes preferred for value in excess of $500.

  • Selection – Employee in consultation with technical staff and/or management for determining best value.

  • Negotiation, Acceptance, and Documentation – Written specifications; award memo; vendor receipt.


High-range

>US$1,500

  • Specifications – Written and jointly reviewed and approved by technical and management staff.

  • Competition – Written specifications are delivered to three or more reputable vendors, if available.

  • Selection – Employee in consultation with technical staff and management for determining best value.

  • Negotiation, Acceptance, and Documentation – Written specifications; vendor’s offers; award memo; purchase order or contract; vendor receipt.







The above steps and criteria will be applied to the goods summarized in Table 14A, or on Consultants/ Project management staff given in Appendices 14B and 14C below.








Appendix 14A - Procurement plan for goods

Project title:

Strengthening national biodiversity and forest carbon stock conservation through landscape-based collaborative management of Cambodia’s Protected Area System as demonstrated in the Eastern Plains Landscape (CAMPAS project)







Units

USD/
Per/ Unit


USD
Total cost


Purpose of purchase

Goods













Computers

10

1,275

12,750

Office equipment that are needed to ensure proper communication, reporting and management of the project by the stakeholders

Printers

5

500

2,500

Office equipment associated with the used of computers – production of reports, communication materials

Vehicle

1

32,000

32,000

Office/ field transportation (one project vehicle will be based in Mondulkiri)

Motorbikes

6

2,500

15,000

Field transportation – needed when sites are less accessible by car

Information systems hard/software

4 Packages

1,625

6,500

Office on field analyses – associated with

Total goods:







68,750





Appendix 14B. Procurement plan for consultancy services

Project title:

Strengthening national biodiversity and forest carbon stock conservation through landscape-based collaborative management of Cambodia’s Protected Area System as demonstrated in the Eastern Plains Landscape (CAMPAS project)

Most international and national consultant needs, particularly those for the project demonstration site, will be placed through co-financing, or sub-contracts to international non-government organizations within the NGO Alliance, and in line with descriptions under Table . International organization programs/ projects in the Eastern Plains Landscape.


Consultancy services budgeted under UNEP/GEF will only include (a) Chief Technical Advisor at 50%, given 50% provisions under the NGO Alliance, (b) National monitoring and evaluation consultants, and (c) Other consultants, to be defined as needed within the project inception phase. Other possible national consultants could include: Biodiversity Conservation Specialist, Community Forest Management Specialist, Geographical Information System Specialist, Socio-economics Specialist, Land-use Planning Specialist, Conservation Policy Specialist,


A: Management Consultants

Technical Assistance

USD/ Person Week

Person months

Tasks to be performed

Chief Technical Advisor (50%)
(International)

1,800

58.25

The Chief Technical Advisor/ Team Leader will hold the following major responsibilities: (a) Carry out project inception phase, inception report and workshop. (b) Quality assurance and technical overview of all project workings and outputs; (b) Draft individual terms of reference for technical consultancies, and supervision of consultants work; (c) Oversee project monitoring and evaluation system; (d) Draft, review, and update annual project work plans to meet target outcomes and indicators; (e) Provide advice on best suitable approaches and methodologies to achieve project targets and objectives; (f) Provide a technical supervisory function and supervise reporting by the other project technical assistance; (g) Advice and provide input on Protected Area management, species and habitat conservation, landscape connectivity and restoration, community-development work, integrating biodiversity in government processes, and project impact monitoring; (h) Ensure that technical requirements of UNEP are met; (i) others as needed to ensure timely and professional attainment of all project deliveries and impact.

TOTAL A:

104,850
















B: Technical Consultants

Position Titles

USD/Person Week

Estimated Person Weeks

Tasks to be Performed

International :

Chief Technical Advisor (50%)
(International USD 104,850)

1,800

58.25

The Chief Technical Advisor/ Team Leader will hold the following major responsibilities: (a) Carry out project inception phase, inception report and workshop. (b) Quality assurance and technical overview of all project workings and outputs; (b) Draft individual terms of reference for technical consultancies, and supervision of consultants work; (c) Oversee project monitoring and evaluation system; (d) Draft, review, and update annual project work plans to meet target outcomes and indicators; (e) Provide advice on best suitable approaches and methodologies to achieve project targets and objectives; (f) Provide a technical supervisory function and supervise reporting by the other project technical assistance; (g) Advice and provide input on Protected Area management, species and habitat conservation, landscape connectivity and restoration, community-development work, integrating biodiversity in government processes, and project impact monitoring; (h) Ensure that technical requirements of UNEP are met; (i) others as needed to ensure timely and professional attainment of all project deliveries and impact.

National :

Law Enforcement Monitoring (LEM) & M&E Specialist
(National USD 13,529))

600

22.55

The monitoring and evaluation specialist will be responsible for: (a) Establishing the overall results-based monitoring and evaluation strategy in accordance with plans outlined in the project document; (b) Providing project performance information to the chief technical advisor and the national project coordinator; (c) Designing a system for collecting information on project lessons; (d) Preparing lessons learned documents; developing data collection tools to gather information during the project period; (e) Guiding the review of the project Strategic Results Framework during the project inception period; (f) Other items as needed and assigned by the project Chief Technical Advisor/ Team Leader to ensure timely and professional attainment of all project deliveries and impact.

Sub-Total

118,379




USD

National & International (unspecified weeks & rate)

Int. PA Management Specialist (Component 2)







Review and revise terms of reference of individual consultants under PA and SFM components defining scope of works, timing, consultant qualifications, and implementation plan. Based on this and in agreement with MOE prepare detailed scope of work for the entirety of this component, contract package and bid documents.

Int. Biodiversity and Protected Area consultant (Component 2)







Lead the development of the Biodiversity Inventory and information management, ensures activities and methodologies are compliant with international guidelines, train local communities in participatory forest carbon inventory and monitoring, provide overall technical guidance, advice and support to the national consultant and team, data analysis and documentation associated with field data collection, field sampling, and data analysis procedures for biodiversity survey.

National - Biodiversity and Protected area specialists (3) (Component 1)







Provide technical support to provinces and protected areas for preparation of Operational management plans establishment of management boards, guidance for selection of protected area management investments?? and advise on protected area management interventions as well as coordinate the inputs into preparation of provincial biodiversity action plans. Develop protected area capacity development plan and oversee its implementation, support development of biodiversity survey protocols and data management, monitoring of project outcomes, facilitate coordination between protected area management boards and district and provincial entities and oversee planning of community programs in buffer zones

National - Community Participation and Development Specialists (3) (Component 1)







Provide technical guidance and training to provinces for planning and implementation of buffer zone participatory programs and oversee planning at least in a few villages in each project-protected area. Oversee and guide the implementation of the gender action plan. Advise and train field staff on tools and techniques for participatory planning and ensuring community monitoring.

National -Protected Area Institutional Specialists (Component 1)







Institutional and Technical support to facilitate the process of establishing/ strengthening protected area management, including defining staff management and organizational structure, staffing and training requirements, financing systems, monitoring and reporting arrangements, and key institutional responsibilities for management of the key activities of the protected areas.

Protected Area Management Specialists (Component 1)







Facilitate preparation of master/ operational plans for protected areas that would entail definition for management and regulation of activities within the protected areas and their buffer zones, defining policies, intentions and management decision making processes, arrangements for attracting local and national funding for management, measures for integration with other sectors and programs that operate in the region, organization of management, and arrangements for collaboration and benefit sharing with local communities, particularly within the buffer zones.

Biodiversity Survey Specialist (Component 2)







Design and lead biodiversity baseline surveys, and work closely with experts under Component 1 (note there is scope to combine these positions)

Socio-economic / livelihood specialist (Component 2)







Design and lead on all socio-economic baseline surveys and the FPIC process, together with facilitation (including training/skill transfer) of social impact assessment and participatory project design (theory of change).

Sub-Total

100,000







TOTAL B:

218,379




USD

MASTER TOTAL (A + B) – CONSULTANTS

323,229





USD





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